Regulations for the Conduct of University Examinations: Part 14 Late Submission, Non-submission, Non-appearance and Withdrawal from Examinations

• 14.1. This Part provides for candidates who wish to withdraw from or suspend any University Examination after their names have been entered under Part 9 of these regulations or who do not appear at the time and place appointed for taking any examination for which they have been entered or who do not submit a thesis or other exercise at the time and place appointed. This Part also provides for the award of ‘declared to have deserved’ outcomes by the Examination Board when excusal for absence from summative assessments has been granted.

• 14.2.

  • (1) AFor any University Examination in which Honours may be awarded (except Honour Moderations), if a candidate who fails to appear for any part of a University Examination (including a viva voce examination other than as specified in (23) below) or who fails to submit a thesis (or other exercise), the candidate will be deemed to have failed the entire Examination or, in the case of a Second Public Examination taken over more than one year, the entire Part of the Examination unless a successful submission under Part 14 has been made.

  • (2) For any University Examination in which Honours are not awarded or for Honour Moderations, if a candidate fails to appear for any part of a University Examination (including a viva voce examination other than as specified in (3) below) or fails to submit a thesis (or other exercise), the candidate will be deemed to have failed the paper as defined in 14.3(1) unless a successful submission under Part 14 has been made.

  • (3) This regulation shall not apply where candidates (a) fail to appear for, or to submit work in respect of, optional papers supplementary to the compulsory elements of the examination; (b) fail to appear for a viva voce examination which has the sole purpose of confirming their final position in a Results List.

• 14.3.

  • (1) For the purposes of this Part, a paper is the assessment unit and may comprise a single assessment item (for example, a timed examination, a dissertation, a project, a practical work requirement) or multiple assessment items. In special subject regulations it may be described as a subject, an option, a course, an elective, a project, a unit rather than as a paper. Each individual paper may be compulsory or optional; however, all special subject regulations define the required number of papers that must be completed in order to complete the Examination.

  • (2) Where a candidate is deemed to have failed a paper under this Part and the Examination is one in which Honours may be awarded (except Honour Moderations), for any further attempt at that paper that is permitted by regulation the examiners shall assess the paper on its merits;

  • (3) Where a candidate is deemed to have failed a paper under this Part and the Examination is one in which Honours are not awarded or for Honour Moderations, for any further attempt at that paper that is permitted by regulation the examiners shall award a mark no higher than the pass mark (as defined for the Examination) for the paper. Where a paper has more than one assessment item, the marks of those assessment items that were successfully completed will be carried forward and the candidate will only be required to retake the assessment item(s) that was/were not successfully completed. All assessment items repeated under this Part shall be awarded a mark no higher than the pass mark in addition to the capping of the paper mark. The candidate will not be eligible for a distinction where the award of distinction is otherwise permitted.

Late submission and non-submission of a thesis or other written exercise

• 14.34. A candidate in any University Examination may, through his or hertheir college, request the Proctors to accept an application that the candidate will be or has been prevented by illness or other urgent cause from submitting a thesis (or other exercise) at the appointed time and place for any part of a University Examination.

  • (1) The application can be made prior to the deadline, but must be made at the latest within 14 calendar days of the notification of non-submission.

  • (2) Where the candidate has submitted work late, they may apply to have the late penalty and late presentation fee waived.

  • (3) Where the candidate wishes to be permitted to present such thesis (or other exercise) later than the date prescribed by any statute or regulation, they may request an extension of time.

    • (a) In cases where a significant extension of time is requested, or where the proposed new submission date is beyond the date by which the thesis (or other exercise) may reasonably be assessed for consideration at the relevant meeting of the examiners, the Proctors shall consult the chair of examiners about any such application and shall then decide whether or not to grant permission.

  • (4) If a candidate fails to submit a thesis (or other exercise) on time without having received prior permission from the Proctors, and does not submit it within 14 calendar days of the notification of non-submission, the consequence shall be as defined under 14.2.

• 14.45.

  • (1) A request under 14.34. above must be submitted in writing by the Senior Tutor or other proper officer of the candidate's college, with sufficient evidence to support it.

  • (2) Where non-late submission or a request for an extension of time is caused by illness a medical certificate from a qualified medical practitioner must be sent, and this certificate must specify, with dates, the reason why the illness will prevent or has prevented the candidate from submitting the thesis (or other exercise).

• 14.5. Where the candidate wishes to be permitted to present such thesis (or other exercise) later than the date prescribed by any statute, or regulation, the procedure shall be as follows:

  • (a) the candidate shall include this request in the submission made to the Proctors under 14.3 above;

  • (b) in cases where a significant extension of time is requested, or where the proposed new submission date is beyond the date by which the thesis (or other exercise) may reasonably be assessed for consideration at the relevant meeting of the examiners, or where the request is made after the original date for submission, the Proctors shall consult the chair of examiners about any such application and shall then decide whether or not to grant permission.

• 14.6.

  • (1) If the Proctors accept a submission under 14.34. above they shall send a copy of their decision promptly to the chair of examiners of the University Examination concerned and inform the candidate's college and the Registrar.

  • (2) If the Proctors decide not to accept the submission they shall give reasons for their decision.

• 14.7. If the Proctors accept a submission under 14.34., they may authorise the examiners either:

  • (1) to accept a submission at a later date as provided for under 14.54. above. The examiners shall accept and mark such a thesis (or other exercise) as if it had been submitted by the prescribed date; or

  • (2) if other work that the candidate has already submitted in the Examination is of sufficient merit, to act as if he or shethey had completed the part of the University Examination which hethey or she waswere unable to attend.

• 14.8.

  • (1) Where it is decided under 14.7.(2) above or 14.1615.(2) below that the examiners are to act as if the candidate had completed the part of the University Examination concerned, and the University Examination is one in which Honours may be awarded, the examiners may adopt one of the following courses:

    • (a) if they consider the candidate has submitted enough work to allow them to determine histhe or hercandidate's proper class, they may award the candidate the class his or hertheir performance merits;

    • (b) if they are unable to adopt course (a) but consider, on the basis of the work submitted, that but for the candidate's absence he or shethey would have obtained classified Honours, they may deem the candidate to have obtained Honours and publish histhe or hercandidate's name accordingly at the foot of the Results List under the words ‘declared to have deserved Honours’;

    • (c) if they are unable to adopt course (a) or course (b) but are nevertheless satisfied with the work submitted, they may include the candidate's name on the Results List to show that the candidate has satisfied the examiners;

    • (d) if they are unable to adopt course (a), (b), or (c) they shall fail the candidate.

  • (2) Where the examiners have adopted course (b), (c), or (d) above it shall be open to the candidate to apply to Education Committee for consideration of his or hertheir standing for Honours at a future examination.

  • (3) Where it is decided under 14.7.(2) above or 14.1615.(2) below that the examiners are to act as if the candidate had completed the parts of the University Examination concerned, and the University Examination is one in which Honours are not awarded, the examiners may adopt one of the following courses:

    • (a) if they consider the candidate has submitted enough work to allow them to determine whether it is of a sufficient standard to enable the candidate to pass the Examination they may include his or hertheir name in the Results List;

    • (b) if they are unable to adopt course (a), they shall fail the candidate.

• 14.9. If a candidate fails to submit a thesis (or other exercise) by the requiredon time for submission without prior permission from the Proctors, but submits iton onor after the prescribed date of submission and within 14 calendar days of the notification of the non-submission, the examiners shallwill accept and mark the submittedwork. workThe andexaminers may impose an academic penalty according to the established conventions agreed by the relevant supervisory body and the candidate shall pay a late presentation fee. A candidate may apply to the Proctors in writing through the Senior Tutor of his or her college to request that the examiners take into account the circumstances of the late submission. Such an application should be made within five working days of the notification of late submission. If the Proctors accept the application, they shall forward it to the chair of examiners. If the Proctors decide not to accept the application, they shall inform the Senior Tutor in writing of the reasons why.

• 14.10. IfThe aProctors candidatemay fails to submit a thesis (or other exercise) on time without prior permission, but submits afterwaive the prescribed date of submission, the Proctors shall enquire into the circumstances. If they permit the candidate to remain in the Examination, then they shall instruct the examiners to accept and mark the work, and forward to the chair of examiners an account of the circumstances of the late submission. They may give leave to the examiners to impose an academic penalty according to the established conventions agreed by the relevant supervisory body. It shall be a conditionpayment of any permissionfee grantedpayable under this14.9 regulationif thatit theappears candidateto shallthem payto abe latereasonable presentationto feedo so.

Non submission of declaration of authorship

• 14.11. Where provided for by regulation, submissions must be accompanied by a declaration of authorship and originality. The examiners are under no obligation to mark any submission not so accompanied. This declaration should be in a sealed envelope (which may be included inside the envelope used to hand in the written work). In the event that the Declaration of Authorship is submitted late, the Proctors may recommend that the examiners apply an academic penalty.

• 14.12. The Proctors may waive the payment of any fee payable under 14.9. or 14.10. if it appears to them to be reasonable to do so.

Non-appearance at an examination

• 14.1312.

  • (1) A candidate in any University Examination may, through his or hertheir college, request the Proctors to accept a submission that the candidate will be or has been prevented by illness or other urgent cause from presenting himself or herselfattending at the appointed time or place for any part of a University Examination.

  • (2) For the purposes of this regulation a candidate will be deemed to have presented himself or herself forattended a written paper if hethey or she waswere present in the place designated for that examination and had the opportunity to see the question paper there.

• 14.1413.

  • (1) A request under regulation 14.1312 above must be submitted in writing by the Senior Tutor or other proper officer of the candidate's college, with sufficient evidence to support it.

  • (2) Where non-appearance is caused by illness a medical certificate from a qualified medical practitioner must be sent, and this certificate must specify, with dates, the reason why the illness will prevent or has prevented the candidate from attending the examination.

• 14.1514.

  • (1) If the Proctors accept a submission under regulation 14.1312 above they shall send a copy of their decision promptly to the chair of examiners of the University Examination concerned and inform the candidate's college and the Registrar.

  • (2) If the Proctors decide not to accept the submission they shall give reasons for their decision;

  • (3) If the Proctors decide not to accept the submission and the candidate does not attend the assessment or assessments, the consequences will be as defined under 14.2.

• 14.1615. If the Proctors accept a submission under 14.1312 above they may authorise the examiners either:

  • (1) to examine the candidate at another place or time under such arrangements as they deem appropriate with invigilation carried out in accordance with regulation 15.5 below; or

  • (2) if other work that the candidate has already submitted in the Examination is of sufficient merit, to act as if he or shethey had completed the part of the University Examination which hethey or she waswere unable to attend, in accordance with 14.8 above.

Withdrawal before the Examination begins

• 14.1716. A candidate whose name has been entered for a University Examination may withdraw from that Examination at any time before the start or (as the case may be) date for submission of the first paper or other assessed exercise in the Examination.

Withdrawal after the Examination has started

• 14.1817. A candidate whomay wishesnot withdraw once they have attempted or presented themselves for all parts of the Examination.

Suspension of the Examination

• 14.18. Where a candidate has been given permission to withdrawsuspend fromtheir astudies Universityby Examinationthe atrelevant any timebody after the start of the first paperExamination, or date for submission of the first paper or other exercise mustbelonging informto hisit, ortheir herExamination collegewill asbe soonsuspended asaccording possible.

• to the following provisions:14.19.
  

  • (1) Afor candidates suspending during Full Term, the candidate maywill notbe withdrawwithdrawn from aall Universityassessments Examinationthat atare anydue timeto afterbe the startsubmitted or datesat forfrom submissionMonday of week 1 of that Full Term until Friday of week 0 of the firstFull paper or other exerciseTerm in the Examination unless it is a result of acute illness or other urgent cause. Ifwhich the candidate’s collegeresumes istheir satisfied with the reason given the Senior Tutor must as soon as possible notify the Registrar.studies;

  • (2) Onfor receiptcandidates suspending outside Full Term, the candidate will be withdrawn from all assessments that are due to be submitted or sat during the approved suspension period;

  • (3) where candidates are permitted to suspend for periods other than terms, candidates will be withdrawn from all assessments that are due to be submitted or sat during the approved suspension period.

• 14.19. Candidates will be required to confirm their entry according to the provisions of Part 9 for all outstanding assessments in the academic year of their return to study.

• 14.20. Assessments that were completed before the suspension of the noticeExamination givenas defined in 14.21 will be carried forward to the resumption of studies.

• 14.21. A candidate who through acute illness or other urgent cause is unable to complete the Examination but who does not suspend may make an application to the Proctors for non-submission of assessments under paragraph14.4-14.11 (1)and/or abovefor non-appearance at an examination under 14.12-14.15 as the Registrarcase shallmay informbe.

Declared to deserve outcomes

• 14.22. A candidate who has certified that they are unable to complete a University Examination and that they are unable to suspend and return in the chairfollowing academic year may be considered for a ‘declared to have deserved’ outcome.

• 14.23. The candidate’s college (where applicable) and department will be required to confirm that the candidate:

  • • Has passed all summative assessment to date, in accordance with the subject’s normal rules, and;

    • Does not have any resits for summative assessment outstanding, and;

    • Has achieved a satisfactory performance in formative assessment, and;

    • Is not subject to outstanding academic disciplinary procedures

  14.24. The exam board should consider whether the candidate has submitted enough work to allow them to award a classified degree, and where possible will determine the candidate's proper class, based on the academic performance achieved. If a classified outcome cannot be awarded and the candidate meets the eligibility criteria as defined in 14.23, the candidate will be awarded one of the relevantfollowing examinersoutcomes as appropriate for the original qualification aim:

  Outcomes collectively known as DDH

  • • Declared to have Deserved Honours,

    • Declared to have Deserved Undergraduate Advanced Diploma,

    • Declared to have Deserved Undergraduate Diploma,

    • Declared to have Deserved Undergraduate Certificate,

    • Declared to have Deserved Certificate of Higher Education,

    • Declared to have Deserved Foundation Certificate.

  •  

  Outcomes collectively known as DDM

  • • Declared to have Deserved Masters,

    • Declared to have Deserved Postgraduate Diploma,

    • Declared to have Deserved Postgraduate Certificate,

    • Declared to have Deserved PGCE,

    • Declared to have Deserved PFCE.

  •  

Appeals under this Part

• 14.2025. A candidate or his or hertheir college who is dissatisfied with any decision made by the Proctors or by the examiners under this Part, may appeal against that decision in accordance with the provisions of regulations 18.1 or 18.2 below.